Administrative Support Specialist

The City of El Paso Texas; El Paso (TX); On-site; USD 40,000 - 56,000; Full time

Job summary

The City of El Paso Texas seeks a paraprofessional administrative support specialist to assist a City official. You will perform complex office tasks, analyze studies, and coordinate procedures.

Responsibilities include preparing meetings, maintaining records, and providing public information while protecting confidentiality. The role requires a high school diploma or GED and at least six years of relevant experience, including two years in paraprofessional support.

Qualifications

• High School Diploma, GED, or higher required.
• Six (6) years office administrative experience, including two (2) years paraprofessional functions.

Responsibilities

• Provide paraprofessional admin support and office functions.
• Develop and implement standardized business and planning initiatives.
• Coordinate with departments and outside agencies on special projects.
• Prepare minutes, agendas, and packets for Civil Service Commission meetings.
• Answer questions from staff and the public and explain processes.

Skills

Paraprofessional admin support

Calendar management

Research & analysis

Written & verbal communication

Education

High School Diploma or GED

Tools

Personal computer

Databases

Job description

MOS Code: 47Q (Army), 018 (Coast Guard), 001802 (Navy)
Education and Experience: High School Diploma, GED, or higher and six (6) years office administrative experience, including two (2) years performing paraprofessional administrative support functions that entailed recommending, developing, implementing or coordinating office procedures.

Requirements

MOS Code: 47Q (Army), 018 (Coast Guard), 001802 (Navy) Education and Experience: High School Diploma, GED, or higher and six (6) years office administrative experience, including two (2) years performing paraprofessional administrative support functions that entailed recommending, developing, implementing or coordinating office procedures.

Licenses and Certificates: None.

General Purpose

Under direction, provide complex paraprofessional administrative support for an executive or City official and provide varied problem-solving support.

Typical Duties

Provide paraprofessional administrative support and perform office functions. Involves: Participate in developing and implementing standardized long and short-range business and planning initiatives, analyze studies and surveys, and make recommendations. Conduct research to resolve discrepancies or gather information. Review a variety of reports, files and records to verify information, resolve errors, and gather information. Research and review relevant information and make recommendations. Utilize a personal computer to create memoranda, agenda items and other correspondence. Manipulate, and retrieve files and/or information from databases and create reports. Gather and compile pertinent information for meetings and presentations. Coordinate with other city departments or outside agencies on special projects, as assigned. Provides the public with general information, explain processes, and procedures, and answer questions, and resolve a variety of problems within a defined scope. Schedule and maintain calendar of appointments. Maintain filing systems and provide input for improvements to accommodate needs. Ensure proper distribution of communications, flag urgent information and communicate priorities to the appropriate person. Provide human resource administrative support and services. Maintain performance reviews data and due dates. Maintain confidentiality. Represent the department at various meetings. Maintain performance reviews data and due dates. Oversee and participate in the preparation and review of Civil Service Commission agendas and documentation. Involves: Gather data and information for commission meetings. Ensure timely submission of agenda information. Obtain, research and verify accuracy of information to be presented to Civil Service Commission. Prepare agenda and information packets. Send to attorney’s office for review. Deliver or have delivered the agenda and information packets to commissioners prior to meetings. Post agenda as required on bulletin boards and on computer. Provide a variety of administrative support for commission including preparing minutes of meetings. Involves: Organize and attend commission meetings. Record and take notes of actions at meetings. Post, draft agendas and take minutes. Transcribe commission minutes accurately. File copy of minutes with City Clerk’s office after approval by the commission. Prepare minutes or other documents for response to open records requests as necessary. Setup and document performance evaluation hearings, special and non-scheduled meetings. Prepare and maintain logs and database of commission actions. Prepare subpoenas as required. Answer questions and provide information. Involves: Answer questions via telephone, in person and by e-mail from staff and the general public. Utilize tact, discretion and courtesy in effectively answering questions. Provide information regarding timeframes, policies and rules and regulations. Instruct departments about deadlines for agenda items. Notify interested parties regarding commission disposition, meeting times and changes.

General Information

For a complete job specification, click here.

Note: This is unclassified contract position. Employment is predicated on the continuation of state/federal funding.

Note: Applicants with foreign diplomas, transcripts and degrees must have all documents translated and evaluated by an agency of the National Association of Credential Evaluation Services (NACES) prior to submitting them to the Human Resources Department. Please visit www.naces.org/members for more information

A résumé and/or other documents will not be accepted in lieu of a completed application. Comments such as “See résumé” are not acceptable and will result in the application being considered incomplete.1

To qualify for this position, required education, experience, knowledge and skills must be clearly stated on your application’s employment history. We do not use any information on your resume to review if you meet the minimum qualifications for this position.

Failure to fully detail all experience and job duties in the application, or copying/pasting directly from the job specification, or responses referring to your résumé will eliminate you from consideration for the position.

Determined by agreement

01
Do you have a High School Diploma, GED, or higher?

• Yes
• No
  

02
Do you have six (6) years office administrative experience?

• Yes
• No
  

03
Do you have two (2) years performing paraprofessional administrative support functions that entailed recommending, developing, implementing or coordinating office procedures?

• Yes
• No
  

04
Applicants with foreign diplomas, transcripts and degrees must have all documents translated and evaluated by an agency of the National Association of Credential Evaluation Services (NACES) prior to submitting them to the Human Resources Department. Have you had your diploma, transcripts, degree or other required documents translated and evaluated by an agency of NACES?

• Yes, it has been translated and certified and I can provide documentation upon a job offer.
• No, I have not had my degree translated and certified.
• N/A - my degree is from an accredited U.S. university or college.

05
Candidates will be evaluated based on the information provided on the application and the completeness of the responses to the Supplemental Questions. The following will disqualify you from moving forward in the recruitment process. -Failure to fully detail all work experience and job duties. -Failure to fully detail all lead, supervisory and managerial experience and duties if required. -Overlapping dates of work experience. -Copying and pasting directly from the job specification. -Responses referring to your résumé.

• I acknowledge I have read and understand the above information.
• Required Question